Setting up an Award

Every proposal in VERA will either result in an award or not funded determination.  Before awarding, sometimes sponsors will request post-submission pre-award actions, such as additional documentation or revisions (i.e., budget, scope of work).  When an award notification is received, SPA, Departments, and Research Finance work together to ensure compliance requirements are met, award information is accurately recorded and financial accounts are set up in Vanderbilt's electronic Research Administration system (VERA) and Enterprise Research Planning system (Oracle).

  • Post-Submission Pre-Award Actions

    After a proposal is submitted, the Post-Submission Pre-Award phase focuses on activities necessary to facilitate timely award negotiation and acceptance. For both federal and private sponsors, this may include responding to sponsor requests for revised budgets, just-in-time (JIT) information, updated biosketches, compliance certifications (e.g., human subjects, animal care, conflict of interest), and other administrative or technical clarifications. At Vanderbilt University, these actions are typically coordinated between the Principal Investigator (PI), Grants Manager (GM), Sponsored Projects Administration (SPA), and relevant compliance offices to ensure sponsor requirements are met promptly and the institution is positioned for smooth award setup.

    NIH Just-in-Time (JIT)

    NIH NRSA Fellowship Activation Notice

  • Post-Submission Pre-Award Financial Processes

    In specific circumstances it may be necessary for spending to begin on a project before it is officially awarded. Sponsors will often allow for a short period of pre-award spending prior to the award start date to be utilized when delays can negatively impact project timelines and critical activities. There are specific requirements and approvals that must be met internally at Vanderbilt to allow for spending to occur prior to award.

    Interim Account - Advance Account

    FAQ on Interim Account - Advance Account Request & Setup

    Pre-Award Spending

    eCFR 200.458 Pre-award costs

    FAQ on Pre-Award Spending information

    FAQ on Pre-Award Spending Start Date in VERA & Oracle?

  • Award Acceptance & Financial Set-Up

    Following receipt of the official award, a series of administrative activities, such as award acceptance and account set-up, are initiated to enable project work to commence.

    Award Acceptance

    Generally Grant Awards are submitted to the Sponsored Programs Administration office through the spa@vanderbilt.edu inbox.   Non-federal Awards are more often sent to the Principle Investigator directly.  When submitted to SPA directly, SPA will begin the process to set up the Award in VERA.  If the Principle Investigator receives the Award directly, then it is the Grants Manager's responsibility to submit a grants status update to SPA through VERA (Vanderbilt's electronic Research Administration system).

    Once SPA or the Grants Manager has updated the status of the Funding Proposal in VERA, then SPA will begin to set up the Award in VERA.   The job of setting up an Award is a multi-office process: SPA, Responsible Department, and Research Finance (RF).  SPA begins new Award setup by entering the Award basic details, the Grants Manager enters details related to setting up the Award in Oracle's Project Portfolio Management (PPM) module and updating regulatory and compliance committee approvals, and Research Finance completes VERA setup and integrates the Award into Oracle's PPM which creates the Oracle Award number and all Oracle Project numbers requested by the Department.

    SPA Review

    After SPA receives the Award, SPA reviews the terms and conditions to ensure that Vanderbilt can accept them.  If there is a question about the terms and conditions, the SPA Contracts Team is consulted to review and advise.  If there is a question about the accounting path, meaning if Research Finance or Development & Alumni Relations will handle the financial management of the Award, then SPA consults Research Finance for a determination.

    Please note, the process for setting up Award that is an Agreement (a funded contract or subaward/subcontract; i.e., Sponsored Research Agreement, Subaward Agreement, Sponsored Billing Agreement) is different.  Funded Agreements go through the Contracts and Subcontracts Teams before the Award process begins.  Once the Contract or Subcontract Officer reviews, negotiates and fully-executes the agreement, then the SPA Post-Award Team is notified directly to set up the Award.  From there the process is the same as a Grant Award.

    Project Number Establishment

    Vanderbilt's Oracle PPM is the financial system of record.

    The Process for setting up New Oracle Awards & Oracle Project(s) comes through VERA Awards as part of the VERA Award Setup process.  Setup for new awards requires:

    • Documentation such as award notices, contracts, amendments, etc.

    • Names of individuals for whom you are requesting view-only access to award and/or project(s) *

    *Access can be granted at the award level and/or at the project level.  By default for each request, we will grant access at the award level and project level to the Principal Investigator and Grant Manager of the award and project and the Financial Unit  Manager (FUM) and Business Unit/Entity Approval Group (BU) of the financial unit assigned to the award and/or project.  If additional individuals need the view-only role, please include their names and what level of access in the request.

    FCOI Agencies Using the PHS FCOI Regulations

    The office of Development and Alumni Relations (DAR) handles the accounting process for some Foundation and Corporate Awards.